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PUBLIC WORKS COMMITTEE 2021/11/03 PacketPUBLIC WORKS CO MMITTEE MEETING WEDNESDAY, NOVEMBER 3, 2021 – 5:00 P.M. MUNICIPAL SERVICES BUILDING TRAINING ROOM AGENDA *Please be advised that this Public Works Committee Meeting can be attended in-person at the Municipal Service Building located at 800 N. Field Drive, Lake Forest. I.ROLL CALL/CALL TO ORDER Jim Preschlack, Chairman Jennifer Karras Ted Notz II.ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS – MUNICIPAL SERVICES BUILDING TOUR III.FY ’22 PROJECT ROADMAP STATUS CHART IV.NEW BUSINESS / ACTION ITEMS 1.APPROVAL OF THE SEPTEMBER 8, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES 2.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENTS FOR FACILITY ARCHITECTURAL DESIGN SERVICES – JIM LOCKEFEER 3.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE PROPOSED FY’23 CAPITAL EQUIPMENT – DAN MARTIN V.BUDGET / HIRING / INNOVATION UPDATES – MUNICIPAL SERVICES BUILDING TOUR VI.PUBLIC COMMENT VII.NEXT MEETING – NOVEMBER 18TH OR 22ND VIII.ADJOURNMENT ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS – MUNICIPAL SERVICES BUILDING TOUR Operating Section Primary Service Description Streets Pavement Maintenance Asphalt, concrete repairs, sidewalks, signs, striping and litter collection Lighting:Electric & Gas Lights Maintenance of City electric street lights and intersection signalization JULIE Locates Locating underground utilities Gas Light Conversion Conversion of all City gas lights to LED technology (fixture & electrification) Sweeping Sweep City streets to reduce the debris blocking and entering the storm sewer system Sanitation Refuse Collection Bi-weekly; top of drive collection Recycling Once weekly, curbside collection Compost Center City operated for disposal of recyclables, yard waste, metal and electronics Yard Waste Bi-weekly; curbside collection Water & Sewer Sewer Maintenance Repairs, cleaning, catch basins/manholes and maintenance of sanitary and storm sewer system Water Meter Reading Meters are read monthly to collect regular billing data, identify unreasonably high or low water usage, or malfunctions with the meter Water Mains Maintenance of City's water mains, including valves, fire hydrants and taps JULIE Locates Locating underground utilities Water Plant Production Production of potable water (water reservoir and elevated tank), including IDNR and EPA record-keeping Equipment Maintenance Maintenance of pumps, valves, generators and sewer lift stations Fleet Equipment/ Vehicle Repair Maintenance of all City-owned vehicles/equipment, including improvements to new and existing equipment Capital Purchases Specifications/bidding of equipment needed for City Fleet Building Maintenance Capital Repairs Electrical, carpentry, plumbing and roof repairs for all City buildings, including planning and designing upgrades and replacements of facilities Janitorial Services Specifications, bidding and monitoring Engineering Permitting/Plan Review Review and issuance of permits and oversight of development plans Enforcement/ Inspection Field supervision of construction projects to include -asphalt, sidewalk, sewer and water mains Capital Improvement Project Specifications Provide design and specifications for all City infrastructure projects Environmental and Aesthetics Considerations When possible, with both capital projects and Department operations, consider environmental and aesthetic features based upon cost/benefit analysis All Sections Snow &Ice Control Plowing and treatment of all City streets, parking lots, sidewalks and public buildings ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS FY ’22 PROJECT ROADMAP STATUS CHART Project Asset Category % Complete Notes Annual Pavement Resurfacing Program Road 100%Complete Annual Pavement Patching Program Road 100%Complete Waukegan & Westleigh Intersection Phase II Design Road 20%In progress: IDOT approved Phase I Design, Phase II internal kickoff meeting held, right of way acquisition process starting soon Annual Concrete Sidewalks &Curbs Repairs Road & Sidewalk 100%Complete Illinois & Woodland Pedestrian Bridge Designs Bridge 75% In progress: designs to be completed and bid in October, Illinois Bridge will be replaced early to mid spring, Woodland Bridge will be replaced during summer 2022 after LFHS is out Lake-Woodbine Bridge Reconstruction Design PH 1 Bridge 25% In progress: Use of MFT funds approved by IDOT, internal staff kickoff meeting held, meeting with stakeholder on 9/2, awaiting HPC meeting date to reintroduce/review status of project Seminary Ravine Study Ravine 95%Substantially complete: Final minor report edits and revisions underway Ringwood Road S Ravine Project Ravine 100%Complete Property Condition Assessments Facility 100%Complete Dickinson Hall Exterior Tuck Pointing Facility 30%In progress: City Council approved contractor 9/20; tuck pointing to be completed in Spring Capital Equipment -All Funds Capital Equipment 90%90% equipment received, in-service modifications are continuing and will continue into late fall/early winter Old Elm Parking Lot Parking Lot 100%Complete Forest Park Bluff Slope Stabilization Forest Park Bluff 60%In progress: Design efforts continuing; construction cost estimate complete; working to finalize plans Annual Storm Sewer Lining Program Storm Sewer 100%Complete PROJECT ROADMAP –CAPITAL FUND Project Asset Category % Complete Notes Water Distribution Pressure Sensors Water 35% In progress: bid opportunity posted10/29; mandatory pre-bid meeting 11/10; bid opening 11/16; in-house Water & Sewer project work substantially completed Water Valve Replacements Water 25%Supply chain issues in receiving the valves; work pushed to spring of 2022 Water Plant 42" and 24" Intake Line Cleaning Water 100%Completed Deerpath Watermain Design (Ahwahnee-Golf) Water 75%In progress: final design efforts underway, responding to IEPA and USACOE review comments Spruce Lift Station Pump Overhaul Sanitary 0% Staff to develop bid specifications for Fall 2021 bid opening; work to be scheduled for Winter 2022 (low pumpage) Annual Sanitary Sewer Lining Program Sanitary 100%Complete PROJECT ROADMAP –WATER FUND NEW BUSINESS / ACTION ITEM: APPROVAL OF THE SEPTEMBER 8, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 PUBLIC WORKS COMMITTEE MEETING WEDNESDAY, SEPTEMBER 8, 2021 – 3:30 P.M. WATER PLANT MINUTES I. ROLL CALL/CALL TO ORDER Following a Committee tour of the Water Plant Facility, Chairman Jim Preschlack called the meeting to order at 4:18 P.M. Aldermen Jennifer Karras and Ted Notz were present. Staff attending the meeting included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Byron Kutz, Superintendent of Engineering and Jim Lockefeer, Assistant to the Director of Public Works. II. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS – WATER PLANT The Committee explained that the tour was very informative and helpful in understanding the Water Plant and its importance to the City. The Committee thanked staff for the tour of the Water Plant. The Committee recommended that a tour of the Municipal Services Building in conjunction with the next scheduled Public Works Committee meeting. III. FY ’22 PROJECT ROADMAP STATUS CHART Director Thomas and the Committee reviewed the below summary presentation slides on the topic. 2 Chairman Preschlack recommended that the list is further organized by specific project asset categories. IV. NEW BUSINESS / ACTION ITEMS 1. APPROVAL OF THE JULY 1, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Notz moved to approve the July 1, 2021 Public Works Committee meeting minutes. Alderman Karras seconded the motion, which carried unanimously. 2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE DICKINSON HALL EXTERIOR TUCK POINTING PROJECT BID – JIM LOCKEFEER Assistant to the Director Lockefeer reviewed the below summary presentation slide on the topic. 3 The Committee and City staff discussed the bid process and project contingency funds. Alderman Notz moved to recommend approval to City Council the award of bid for the Dickinson Hall Exterior Tuck Pointing Project Bid to the lowest and responsible bidder, Bruce Brugioni Construction, in the amount of $130,533.47, to a include a 10% project contingency of $13,053.35, for a grand total of $143,586.82. Alderman Karras seconded the motion, which carried unanimously. 3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE FIRE ALARM TESTING & INSPECTION SERVICES CONTRACT BID – JIM LOCKEFEER Assistant to the Director Lockefeer reviewed the below summary presentation slide on the topic. The Committee and City staff discussed the original bid process that resulted in the rejection of the three original bids received. Alderman Notz moved to recommend approval to City Council the award of bid for the three-year Fire Alarm Testing & Inspection Program Contract to Esscoe in the amount of $30,016. Alderman Karras seconded the motion, which carried unanimously. 4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENTS FOR FACILITY MECHANICAL ENGINEERING SERVICES – JIM LOCKEFEER Assistant to the Director Lockefeer reviewed the below summary presentation slide on the topic. 4 The Committee and City staff discussed example projects that would fall under these service agreements and the process staff would follow to obtain proposals from the approved firms. Alderman Notz moved to recommend approval to City Council to authorize the City Manager to enter into professional service agreements with 20-10 Engineering Group and HOH Group for Facility Mechanical Engineering Services. Alderman Karras seconded the motion, which carried unanimously. 5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A RESOLUTION OF FINANCIAL COMMITMENT FOR THE SAFE ROUTES TO SCHOOL PROGRAM GRANT APPLICATION – JIM LOCKEFEER & BYRON KUTZ Superintendent Kutz and Assistant to the Director Lockefeer reviewed the below summary presentation slide on the topic. 5 The Committee and City staff discussed the application submittal process and application review and scoring criteria. Alderman Notz moved to recommend approval to City Council approval of a resolution of financial commitment for the City’s Safe Routes to School Program grant application. Alderman Karras seconded the motion, which carried unanimously. 6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE SNOW PROGRAM HAND SHOVELING CONTRACT BID – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. The Committee and City staff discussed contractor response frequency, scheduling, and coordination. Alderman Notz moved to recommend approval to City Council award of proposal for the four-year Snow Program Hand Shoveling Contract to Kaplan in the annual amount not to exceed $60,000. Alderman Karras seconded the motion, which carried unanimously. 7. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE IDOT ROUTE 43 & 60 PLOWING AND SALTING AGREEMENT – MICHAEL THOMAS Director Thomas reviewed the below summary presentation slide on the topic. 6 The Committee and City staff discussed the IDOT reimbursement process and the IDOT formula used to calculate the annual contract payment amount. Alderman Notz moved to recommend approval to City Council approval of the Route 43 & 60 Plowing and Salting Intergovernmental Agreement with IDOT. Alderman Karras seconded the motion, which carried unanimously. V. BUDGET / HIRING / INNOVATION UPDATES The Committee and City staff discussed challenges associated with filling open seasonal employee positions. VI. PUBLIC COMMENT There was no public comment. VII. NEXT MEETING – NOVEMBER 3, 2021 VIII. ADJOURNMENT Alderman Notz moved to adjourn the meeting of the Public Works Committee at 5:23 P.M. Alderman Karras seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Assistant to the Director of Public Works NEW BUSINESS / ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENTS FOR FACILITY ARCHITECTURAL DESIGN SERVICES PROFESSIONAL SERVICES AGREEMENTS FACILITY ARCHITECTURAL DESIGN SERVICES •Capital Funds and Operating Funds fund designs •Mechanical engineering services used for existing facility renovation projects (e.g. office spaces, locker rooms, lobbies, break/lunch rooms) •Mechanical engineering design services include conceptual design, final design & construction documents, and project construction oversight •RFP process modeled after other professional services agreements (e.g. landscape design, ravine engineering design, mechanical engineering services) •Two firms selected: project consistency & firm availability •Received seven proposals •Proposals reviewed in detail by staff RFP Review Committee •Assigned scores based on firm experience, references/project results, and fee schedule •Three-year agreement with option for two additional one-year periods (subject to performance) Action requested: PW Committee recommends City Council authorize the City Manager to enter into professional service agreements with Cordogan Clark and Larson & Darby Group for Facility Architectural Design Services Firm Fee Schedule bailey edward $70 -$245 Cordogan Clark $65 -$235 Eckenhoff Saunders Architects $70 -$250 Larson & Darby Group $44 -$215 StudioGC $54 -$250 Williams Architects / Aquatics $82 -$243 Woodhouse Tinucci Architects $90 -$195 REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE PROPOSED FY’23 CAPITAL EQUIPMENT FY’23 CAPITAL EQUIPMENT FY’23 CAPITAL EQUIPMENT FY’23 CAPITAL EQUIPMENT FY’23 CAPITAL EQUIPMENT FY’23 CAPITAL EQUIPMENT FY’23 CAPITAL EQUIPMENT FY’23 CAPITAL EQUIPMENT BUDGET / HIRING / INNOVATION UPDATES – MUNICIPAL SERVICES BUILDING TOUR PUBLIC COMMENT NEXT MEETING NOVEMBER 18th OR 22ND ADJOURNMENT